ryïm Ontari Centres f Excellence Request fr Prpsal (RFP) Shw Services 2014-2016 Re: Dis cvery Cnference and Shwcase lssue Date: Mnday Juty 22'0, 2013 Clsing Date: Mnday August 72th,2013 @4:00pm lssued by: Ontari Centres f Excellence 156 Frnt Street West, Suite 200, Trnt, ON MSJ 2L6 Key Gntact: Peter McFadzean, Manager, Events and Spnsrship
Request fr Prpsal (RFP) - Shw Services Discvery 2014-20'16 Overview Ontari Centres f Excellence Where Next Happens Ontari Centres f Excellence (OCE) lnc. drives the cmmercializatin f cutting-edge research acrss key market sectrs t build the ecnmy f tmrrw and secure Ontari's glbal cmpetitiveness. ln ding this, OCE fsters the training and develpment f the next generatin f innvatrs and entrepreneurs and is a key partner with Ontari's industry, universities, clleges, research hspitals, investrs and gvernments. A champin f leading-edge technlgies, best practices and research, Ontari Centres f Excellence invests in sectrs such as advanced health, digital media and infrmatin and cmmunicatin technlgies, advanced manufacturing and materials, and cleantech including energy, envirnment and water. OCE is a key partner in delivering Ontari's lnnvatin Agenda as a member f the prvince's Ontari Netwrk f Entrepreneurs (ONE). Funded by the Gvernment f Ontari, the ONE is made up f reginal and sectr-fcused rganizatins and helps Ontari-based entrepreneurs rapidly grw their cmpany and create jbs. Fr mre infrmatin, please visit ur web site at www.ce-ntari.rq. Discvõry Ontari Centres f Excellence Discvery is Canada's leading innvatin-t-cmmercializatin cnference, shwcase and tradeshw. Hsted by the Ontari Centres f Excellence, Discvery brings tgether key players frm industry, academia, gvernment and the investment cmmunity, as well as entrepreneurs, students and internatinal representatives, t facilitate cllabratin, prmte business pprtunities and cnnect emplyers and talent. Garnering ver 2,400 attendees and mre than 360 exhibitrs in 2013, Discvery is a shwcase f leadingedge technlgies, best practices and research. Renwned keynte speakers and panels ignite discussin, knwledge-sharing and new perspectives. Named Canada's Best Trade Shw 2010 and 2011, Discvery facilitates the exchange f ideas and encurages new ways t cllabrate and push the bundaries f research and innvatin thrugh t demnstratin, develpment and cmmercialisatin. Fr mre infrmatin, please visit the Discvery website at www.cediscvery.cm. Prprietary & Cnfidential Page 2 f 17
Request fr Prpsal (RFP) - Shw Services Discvery 2014-2016 Discvery 201 4-2016 Gnference Req ui rements The bjective f this multi-year Request fr Prpsal (RFP) is t slicit prpsals t prvide Shw Services fr OCE's annual Discvery Cnferencein2014,2015 and 2016. Discvery 2014will be held n May 12th and 13th n the 800 level f the Metr Trnt Cnventin Centre Suth Building. Dates fr 2015 and 2016 are still t be cnfirmed with high prbability that they will als be in May. Details f the services required are utlined belw but are subject t change. Reference dcuments frm 2013 are als attached, including the cnference agenda and flr plan. lssuance f this RFP des nt cmmit Ontari Centres f Excellence t pay any cst incurred in the preparatin and submissin f a respnse, r t prcure a cntract fr any services, sftware, and/r equipment. Cnference Objectives Our gal each year is t find new and better ways t meet the needs f ur participants, increase exhibitr and attendee ROl, prvide unique cntent t stimulate ideas and discussin, imprve delivery f ur event and maintain Discvery as the "must-attend" event in the innvatin space. Build prfile fr OCE and its stakehlders twards frming new partnerships with industry by maximizing netwrking pprtunities. Build prfile fr OCE and its stakehlders with new surces f funding Prvide a frum fr cllabratin - exchanging new ideas and critical infrmatin between gvernment, researchers, academia, industry, entrepreneurs, students and investrs. Shwcase Ontari's research and technlgies, including thse currently being develped with OCE supprt, t a diverse range f receptrs and ptential partners including small, medium and large cmpanies, gvernments, freign markets, internatinal academia and media twards supprting Ontari's industrial grwth, expansin f markets and the creatin f Ontari-based emplyment in sectrs OCE serves Prvide pprtunity fr students t enhance their knwledge f career pprtunities in key sectrs and fr emplyers t meet with the highly qualified talent within Ontari's pst-secndary institutins. Prduce pprtunities t shwcase entrepreneurs t investrs, ther cmpanies and academia Target Audience lndustry (Owners, Presidents/CEOs, heads/members f crprate R&D teams) Entrepreneurs lnvestment cmmunity (Angels, VC, Financial lnstitutins). Reginal lnnvatin Centres. Prvincial, Federal and ther gvernment University Presidents, Deans and administratin Prcurementrepresentatives. Academic researchers Pst-secndarystudents Media The audience is primarily Canadian, with mst residing in Ontari Prprietary & Gnfidential Page 3 f 17
Request fr Prpsal (RFP)- Shw Services Discvery 2014-2016 Key messages/themes. The shwcase fr Ontari's ecnmic engine f the future - tday. A destinatin fr leaders in research, innvatin, business and technlgy transfer. A frum fr cllabratin - exchanging new ideas and critical infrmatin between researchers, academia and industry The cnference will supprt OCE's agenda as the champin and key facilitatr f Ontari's culture f innvatin. The cnference will supprt and shwcase the Ontari Netwrk f Entrepreneurs (ONE). Key themes we are explring fr the fcus and cntent f the event include: lnnvatin Cllabratin Cmmercializatin Research Talent Cmpetitiveness Entrepreneurship Cnvergence Preliminary Gnference Specificatins îr 2014 Dates: Sunday, May llth. Lad in Mnday,May 12th. Pre-meetings and wrkshps. Opening remarks at 2:00pm ' Keynte speaker at 2:30pm. Shw flr pens at 3:30pm. Netwrking Receptin 5:00pm - 7:00pm a Tuesday, May 13th Exhibitr shwcase pens at 9:00am Prgramming begins at 10:00am. Lunchen begins at 12:00pm. Awards ceremny starts at 12:30pm ' Shwflr clses at 5:00pm Cnference venue: MTCC, Suth Building, 800 level, apprx. 200,000 sq. ft Expected reg strat ns: 2,500-3,000 Expected number f exhibitrs: 350-400 Prprietary & Cnfidential Page 4 f 17
Request fr Prpsal (RFP) - Shw Services Discvery 2014-2016 Cntemplated elements f the cnference: Facilities fr media, speakers'green rm, VIP's and registratin Precnference meetings and wrkshps Opening remarks and keynte address Opening netwrking receptin Seated lunchen and awards ceremny Panel discussins (in theatres) Student and pitch cmpetitins Trade delegatins Mentring sessins Rundtable discussins and training Discvery will nce again integrate speaker and panel sessins within the trade shw, with pssible mdificatins (please see attached cpy f 2013's agenda and flr plan alng with varius pictures f the shw flr). Preliminary Agenda. May 12th Rehearsals Wrkshps / Meetings Opening remarks and keynte Shw flr pens Opening receptin 9:00am - 12:00pm 8:00am - 1:30pm 2:00pm - 3:30pm 3:30pm 5:00pm - 7:00pm - n shw flr May 13th Shwflr pens Prgramming begins Lunchen and Keynte Shwflr clses 9:00am 10:00am 12:00pm - 2:00pm - Exhibit Halls F& G Set in runds fr 3,000 5:00pm Prprietary & Cnfidential Page 5 f 17
Request fr Prpsal (RFP)- Shw Services Discvery 2014-2016 Gncurrent prgramm ng lcatins: Gwlings Theatre - 150 peple This spnsred theatre prvides a venue fr varius tpical presentatins and panel discussins. Discvery Theatre - 150 peple One f the largest theatres, this theatre prvides a venue fr varius tpical presentatins and panel discussins. Talent Theatre - 100 peple This theatre is hst t many f the student and pitch cmpetitins IBM Theatre - 100 peple This spnsred theatre prvides a venue fr varius tpical presentatins and panel discussins. lnnvatin Partners Theatre - 40 peple This theatre prvides an pprtunity fr gvernment and rganizatins serving the innvatin cmmunity t speak abut their individual prgram fferings. Shw Services Requirements The Shw Services supplier will prvide a package price t deliver, install and dismantle the fllwing fr the exhibitr shwcase:. 10'x 10'draped bths (8ft. high backdrape/3ft. high side drapes). 6 ft. draped table. 2 side chairs 1 waste basket. 7" x 44" bth identificatin sign (t include name f rganizatin, bth number and mbile text infrmatin) Flr plan revisins as required Mask-ff draping Additinal requi rements Entrance carpeting Aisle carpeting. 10' x 10 ' in-bth carpet. Clured/plexi infill panels. Design input and cncept f the entire shw flr including presentatin theatres Design cncepts and build fr feature areas n the shw flr including, but nt limited t: OCE welcme area - apprximately 50 ft. x 30 ft. A place where delegates can exchange ideas, learn abut OCE prgrams and cllabrate with each ther and OCE staff. Gareer zne - apprximately 30 ft. x 40 ft. The Career Zne is a free service fr students at Discvery that ffers jb pstings, resume tips and evaluatin, interview preparatin and a chance t meet with tp emplyers. Prprietary & Cnfidential Page 6 f 17
Request fr Prpsal (RFP) - Shw Services Discvery 2014-2016 Ask an Expert zne - apprximately 50 ft. x 30 ft. A place where delegates can meet ne n ne with experts in the areas f investing, entrepreneurship, supprt fr innvatin, prfessinal services, and crprate leadership. Yung Entrepreneurs zne - space is determined by number f cmpanies An area where cmpanies started by students frm universities and clleges acrss Ontari can exhibit. See flr plan. Custm area incrprating large number f cmpanres.. Kisk package (see picture n page 13) may include strage cunter with sign, stl and pster bard Shwcase areas (cleantech, digital, health, manufacturing) - space determined by size f displays An pen area that highlights leading-edge technlgies in each sectr.. 8 registratin cunters with graphic headers (including chairs, classrm tables behind and waste baskets) Entrance treatment Generic aisle signs. Shw management discunts n list prices f ther requirements (e.9. furniture, sign bards, graphics, etc.) Graphics. Accmmdatins shuld be made t use ex sting, relevant signage.. Please state yur plicy regarding husing and wnership f signs and graphics. Pre-cntracted Su ppl iers Metr Trnt Cnventin Centre - cnference venue Evaluatin and Selectin Criteria Frmal presentatins r appearances may be required under this RFP. RFP submissins will be evaluated by OCE, using the fllwing criteria:. Experience, innvatin and capability t carry ut wrk based n qualificatins (30%) Price; payment and pricing terms (40%l. Cmpany backgrund and references (10/l Respnsiveness t change (10%l Presentatin f prpsal (if applicable) (10%) ln additin, mre than ne service prvider may be selected Yur prpsal must cnta n 1. Skill/Greativity/Experience. Year cmpany started in business. Overall scpe f services ffered by cmpany. List and descriptin f trade shws f similar size and cmplexity serviced in the last three years. Bidder t prvide client with a list f capabilities and experience f all senir persnnel t be assigned t the prject Prprietary & Cnfidential PageT Í 17
Request fr Prpsal (RFP) - Shw Services Discvery 2014-2016. Assigned n-site supervisr t be available fr client meetings prir t n-site set-up. Descriptin f yur wrking relatinship with ur selected venue including number f events, size and type serviced there in the last 5 years Exâffiples f new and unique trade shw design cncepts available. Willingness t wrk with supplier/vendr cntacts brught t the prcess by OCE 2. Resurces/Gapability Prvide a written review f yur in-huse capabilities as fllws:. Staff wh wuld be assigned t ur event. Equipment wned which wuld be used fr ur event List f resurces that wuld be utilized fr the prject that wuld be rented r utsurced Lcatin f ffice clsest t ur chsen venue. Prximity t venue f in-huse inventry 3. References Please prvide three (3) current prfessinal references frm wrk dne at the Metr Trnt Cnventin Centre r venue and event f similar scale. References t include cntact name, cmpany name, email address and telephne number. The service prvider grants Ontari Centres f Excellence permissin t cntact submitted references. 4. Pricing Structure/Rates Please prvide a cmprehensive pricing and/r rate sheet fr all services yu might prvide under this RFP agreement. This shuld include: Discunt fr multi-year cntract Discunt allwed fr prmpt payment and perid within which invice must be paid t qualify Prpsed remuneratin structure and payment terms Outline any ptential additinal csts/ mark-ups Labr charges Minimum number f hurs charged fr each wrking persn Hurly rate Des yur cmpany use unin labur? lf "yes" please utline unin rules. Any discunts ff labur rates and any cmplimentary hurs. Set-up fees, etc. List any pssible additinal expenses, e.g. accmmdatin csts Prices are t be quted in Canadian dllars and inclusive f all csts. Shuld yu be selected as a service prvider under this RFP, hurly fees quted fr time and service will be cnsidered firm thrugh May 31,2014. Attachments Reference dcuments frm 2013 are als attached, including the cnference agenda, flr plan and an assrtment f pictures frm the shw flr. Prprietary & Cnfidential Page I f 17
Request fr Prpsal (RFP) - Shw Services Discvery 2014-2016 Subsequent Cntract Terms and Gnditins a a a a a a Ontari Centres f Excellence (OCE) reserves the right t award all, partial r nne f this slicitatin This RFP des nt create an emplyment relatinship. lndividuals perfrming services required by the cntract are nt emplyees f OCE. Vendr's emplyees shall nt be cnsidered emplyees f Ontari Centres f Excellence and as such shall nt be eligible fr benefits accruing t OCE emplyees Any changes t scpe f services and assciated csts fllwing executin f cntract must be submitted in writing and are subject t apprval by OCE Travel and travel reimbursement is nt authrizedlr this acquisitin The vendr shall be paid upn submissin f prper invices t OCE at the prices stipulated n the cntract lnvices shall cntain the cntract number and reference number. Failure t fllw these instructins may result in delay f prcessing invices fr payment Respnse Deadline/Schedule Respnses shuld be sent t Peter McFadzean and are required by 4:00 p.m., Mnday August l2th, 2013. Yu are required t submit bth via e-mail and in hard cpy (3 cpies are required) t: Peter McFadzean, Manager, Events and Spnsrship 156 Frnt Street West, Suite 200 Trnt, ON MsJ 2L Email: a All bids will be acknwledged with a return receipt. lf yu d nt receive acknwledgement f yur submissin, please email Peter McFadzean t cnfirm receipt. Select rganizatins will be requested t present t the OCE cmmittee and will be requested t prvide five (5) cpies f their frmal presentatin. Submit prpsals 4:00 p.m. MndayAuqust 1/n,2013 lnvitatins t present Week f August 19'n, 2013 Presentatins Weeks f August 26'n and September 2n, 2013 OCE advises aqencies n decisin By end f September Prpsal Retentin Prpsals submitted in respnse t this RFP will nt be returned. lt is the understanding that the cntents f the prpsals are the prperty f the agency and will nt be utilized in any marketing effrts unless the agency enters int a written agreement with Ontari Centres f Excellence. Prprietary & Cnfidential Page 9 f 17
Request fr Prpsal (RFP) - Shw Services Discvery 20'14-20'16 Questins / Clarificatins Questins may be addressed nly via emailt Catharine Ogilvie, Marketing and Cmmunicatins Advisr, Ontari Centres f Excellence: Respnses may r may nt be shared with all ptential bidders r psted n the OCE website. Prprietary & Gnfidential Page 10 f 17
Request fr Prpsal (RFP) - Shw Services Discvery 2014-2016 Appendix 1 Phtgraphs f cnference and shw elements in 2013 (D a- ì -at+.:j D '-- I t, F t t t Registratin OCE Welcme Area Prprietary & Cnfidential Page1lf17
Request fr Prpsal (RFP) - Shw Services Discvery 2014-2016 Ask an Expert Zne 1 IALENT THEAIAE! Theatre - 100 seats Prprietary & Cnfidential Page 12 f 17
Request fr Prpsal (RFP)- Shw Services Discvery 2014-2016 ---< u ê {s +]! * I -Ë**- l = N É l t É 4 C) @ (í a í)i:,cr' v t\i þb. Career Zne lç - Yung Entrepreneur Zne Prprietary & Cnfidential Page 13 f 17
Request fr Prpsal (RFP)- Shw Services Discvery 201'4-2016 Oiry&ry Theatre - 150 seats il!!ü! Þ* Hgt * mj Cnnscllns Cmp t l q Onlari Pw r Authíty Energy cnscrvatrn Prjcct Awârd Emma Simkin @E x S UñtvEps,ry nd UlLtftÊs klñcston * I I f { t ìflrlll- Þ,r.ø Lunchen Stage - Halls F & G Prprietary & Cnfidential Page 14 f 17
Request fr Prpsal (RFP) - Shw Services Discvery 2014-2016 Lunchen - Halls F & G -.å.s; Seating fr 3,000 Prprietary & Cnfidential Page 15 f 17
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Request fr Prpsal (RFP) - Shw Services Discvery 2014-2016 m ll \\\ ililll ilt) p E Þ llanulcluring 2ne ffi IEtrT'I llll(// Gcrllngr ThglE \\\ t,i I?hqtE H IHcallh Zne ffi T r0t ffi Eþ I g nl u ffi ffi c: ru ffi B Ð s-z \ r"r"iin"^r" \\, -/ -/1 - lt YôunC EálÉprmcurt Zd Êñ dcd b, OHEFB *42 A. ^4.,4..4..4, sfl_,* -62 s9" s9" {9 ø'*esø ril @,þ zs À Hþ tg.t rl :i r.,,!@ rtr PdóE lmt (xd F) R(!óÍ lm '*" m Flr Plan 2013 Prprietary & Cnfidential Page 17 f 17